Baderman Island Resort Case Study
Introduction
The Baderman Island Resort which is managed by Boardman Management Group consists of three hotels and a convention center, four restaurants, two gift shops, a pro shop and a spa. All systems within this organization need to have the same word processing software incorporated to include the operating system.
Each business entity for the Baderman Island Resort was opened at different times and even though they started out with up-to-date computer hardware and software, upgrades of equipment and software have not been uniform. There are three different operating systems which are Windows 98, Windows 2000, and Windows XP. They are also utilizing Word 97, Word 2000, and Word XP as their word processing software.
It has become …show more content…
essential that all of our business entities be integrated into a single technology platform using a common operating system and common word processing software.
Hereinafter, Baderman Island Resort will be referred to as “Baderman” as a matter of convenience and reporting.
Statement of Purpose
The purpose of this document is to solicit proposals for supplying an operating system and common word processing software solution to Baderman. This solution is intended to form the basis for all future operating systems and word processing software within Baderman. All existing systems within Baderman will be replaced by the selected operating system and word processing software.
The current system(s) and software in use by Baderman are failing to meet the business needs of the organization in the following areas:
1. Currently have three different operating systems (Windows 98, Windows 2000, Windows XP).
2. Currently have three different word processing software (Word 97, Word 2000, Word XP).
3.
Our primary objectives in implementing a new operating system and word processing software are as follows:
1. Upgrading the system will provide software applications and an operating system that integrates all systems within the organization.
2. Installation of the same version of word processing application incorporates an Office Support System for Baderman.
3. The Office Support System allows employees to share the information and documents across the network.
4. Improve operational efficiencies throughout the organization.
5. Reduce overall operational costs.
Based upon a preliminary review, we have selected your organization to receive this formal Request for Proposal (RFP). We are asking that you submit a formal proposal, using the forms provided, which addresses the costs for the procurement and implementation of software from your organization. We have specifically defined certain “structural” items within this RFP. These include items such as hardware configuration, operating system environment, and telecommunications infrastructure. This has been done solely to provide an “apples to apples” cost comparison between the various suppliers. Although the actual operating environment may ultimately differ significantly based upon the specific recommendations of the selected supplier, we ask that you quote the listed configuration explicitly.
Existing Environment
Baderman is an all inclusive resort consisting of three hotels, and a convention center, four restaurants, two gift shops, a pro shop and spa. The present and anticipated growth of Baderman and the complexity of the organization’s current system requires updating. In reviewing existing data it was determined that a problem occurred in the past where all devices were not simultaneously upgraded. Baderman facilities include the following:
Baderman Main Hotel,
The Tenney,
Melancon Convention Center and Hotel
The Baderman Island Café
The Morgan Bistro
The Beverly Café
The Kayfé
The Tenney @ Night
Baderman Island Oasis Spa
Supplier Requirements & Instructions
Information is to be provided for all sections within this document as defined within each section. On the attached spreadsheet, you will find areas for providing your responses to each of the elements within the various sections. Please provide your responses using this spreadsheet and this spreadsheet only. You may include additional supplemental information as part of your proposal. However, it should be clearly separate from your spreadsheet responses. If supplemental information is submit, this information should follow the outline provided in Appendix B.
It is not necessary to provide any information other than that provided for in the spreadsheet RFPResponse.xls in order to fulfill the requirements for this RFP.
RFP Questions
Our objective is to insure that we provide you with all of the information you need in order for you to provide the most complete response to this RFP as possible. As such, we welcome any and all questions which you might have. Questions or requests for clarification must be emailed to: by 01 December 2008 by 4:00 PM EDT. A copy of all questions and their associated responses will be e-mailed to all participants as they are received and addressed by Badermann.
Response Format, Deadline, and Delivery
Delivery
Responses to the attached spreadsheet should be e-mailed to the address listed below. If you are submitting any supplemental information, please submit a total of three (3) hard copies and one electronic copy of this material to the address listed below. All RFP responses (both the spreadsheet and any other supplemental information) must be submitted no later than 15 December 2008 at 4:00 PM EDT. Please submit to:
Baderman Island Resort
Attn:
1234 ABC Way
Toledo, OH 43604 E-mail …show more content…
address:
Presentation
It is requested that any supplemental information accompanying your proposal be bound in a 3-ring binder. Number pages consecutively within a section, using section and page numbering as listed in Appendix B. In addition, the spreadsheet RFPResponse.xls must be filled-out and form the basis for your response.
Important Due Dates
Date to be Received Items to be Returned
4:00 PM EDT, 01 December 2008 Supplier Questions and Clarification Requests Due
4:00 PM EDT, 15 December 2008 Completed Response to RFP Due
TERMS and Conditions
Suppliers are required to adhere to the below terms and conditions.
Information Access
The information provided within this, or any other document supplied by Baderman, is to be considered strictly confidential and shall be considered proprietary to Baderman. This information is not to be shared with individuals outside of your organization unless ABC has specifically provided either written or verbal consent allowing said individuals access to this information.
Should your company decide not to respond to this RFP, please return all materials and any duplicates to Your Contact at Baderman Island Resort.
General Conditions
Contract Duration
For purposes of this RFP, prices quoted for software and services to be provided by your organization, or contracted through your organization, are to be valid for a minimum period six (6) months.
Expenses
Any costs incurred by you in preparing and providing a response to this RFP are solely the responsibility of your organization. In addition, should your organization be chosen as one of the organizations asked to provide an onsite demonstration of your software, the costs associated with that process will similarly be the sole responsibility of your organization.
Response Preparation
You response should clearly state the ability of your organization to satisfy the requirements defined within this document.
In addition, you should provide your most aggressive pricing related to the various components of this RFP. It is the intent of ABC to use this pricing both as a key element in the ultimate decision regarding the selection of a supplier, as well as a part of the determination of the budget for the project. In each case in which a specific configuration (of hardware, software, network, etc.) is provided, you should quote a price for the defined configuration only. While you may recommend, and we may ultimately end-up with, a configuration substantially different than what is defined within this document, we want to achieve a specific “apples to apples” comparison of pricing. This will help us to insure that every organization is judged against exactly the same set of criteria. Bid Evaluation and Negotiation
Evaluation Criteria
This request for proposal is designed to provide ABC with the ability to make as determination of which potential supplier will best satisfy the requirements of ABC as possible. Each supplier will be evaluated against exactly the same set of criteria, and will be provided a “score” for each category in the evaluation. The categories associated with the evaluation are listed below.
SUPPLIER
RANKING
Category Criteria Score
1. Software Product Financials 5 Customer References 4 Ease of Use 3 Compatibility 3 Fitness for Use 15 Section Total 30 2. Implementation Services Implementation Plan & Methodology 10 Data Conversion 7 Documentation 5 Training 8 Section Total 30 3. Pricing 40 GRAND TOTAL 100
The Baderman Island Resort which is managed by Boardman Management Group consists of three hotels and a convention center, four restaurants, two gift shops, a pro shop and a spa. All systems within this organization need to have the same word processing software incorporated to include the operating system.
Each business entity for the Baderman Island Resort was opened at different times and even though they started out with up-to-date computer hardware and software, upgrades of equipment and software have not been uniform. There are three different operating systems which are Windows 98, Windows 2000, and Windows XP. They are also utilizing Word 97, Word 2000, and Word XP as their word processing software.
It has become …show more content…
essential that all of our business entities be integrated into a single technology platform using a common operating system and common word processing software.
Hereinafter, Baderman Island Resort will be referred to as “Baderman” as a matter of convenience and reporting.
Statement of Purpose
The purpose of this document is to solicit proposals for supplying an operating system and common word processing software solution to Baderman. This solution is intended to form the basis for all future operating systems and word processing software within Baderman. All existing systems within Baderman will be replaced by the selected operating system and word processing software.
The current system(s) and software in use by Baderman are failing to meet the business needs of the organization in the following areas:
1. Currently have three different operating systems (Windows 98, Windows 2000, Windows XP).
2. Currently have three different word processing software (Word 97, Word 2000, Word XP).
3.
Our primary objectives in implementing a new operating system and word processing software are as follows:
1. Upgrading the system will provide software applications and an operating system that integrates all systems within the organization.
2. Installation of the same version of word processing application incorporates an Office Support System for Baderman.
3. The Office Support System allows employees to share the information and documents across the network.
4. Improve operational efficiencies throughout the organization.
5. Reduce overall operational costs.
Based upon a preliminary review, we have selected your organization to receive this formal Request for Proposal (RFP). We are asking that you submit a formal proposal, using the forms provided, which addresses the costs for the procurement and implementation of software from your organization. We have specifically defined certain “structural” items within this RFP. These include items such as hardware configuration, operating system environment, and telecommunications infrastructure. This has been done solely to provide an “apples to apples” cost comparison between the various suppliers. Although the actual operating environment may ultimately differ significantly based upon the specific recommendations of the selected supplier, we ask that you quote the listed configuration explicitly.
Existing Environment
Baderman is an all inclusive resort consisting of three hotels, and a convention center, four restaurants, two gift shops, a pro shop and spa. The present and anticipated growth of Baderman and the complexity of the organization’s current system requires updating. In reviewing existing data it was determined that a problem occurred in the past where all devices were not simultaneously upgraded. Baderman facilities include the following:
Baderman Main Hotel,
The Tenney,
Melancon Convention Center and Hotel
The Baderman Island Café
The Morgan Bistro
The Beverly Café
The Kayfé
The Tenney @ Night
Baderman Island Oasis Spa
Supplier Requirements & Instructions
Information is to be provided for all sections within this document as defined within each section. On the attached spreadsheet, you will find areas for providing your responses to each of the elements within the various sections. Please provide your responses using this spreadsheet and this spreadsheet only. You may include additional supplemental information as part of your proposal. However, it should be clearly separate from your spreadsheet responses. If supplemental information is submit, this information should follow the outline provided in Appendix B.
It is not necessary to provide any information other than that provided for in the spreadsheet RFPResponse.xls in order to fulfill the requirements for this RFP.
RFP Questions
Our objective is to insure that we provide you with all of the information you need in order for you to provide the most complete response to this RFP as possible. As such, we welcome any and all questions which you might have. Questions or requests for clarification must be emailed to: by 01 December 2008 by 4:00 PM EDT. A copy of all questions and their associated responses will be e-mailed to all participants as they are received and addressed by Badermann.
Response Format, Deadline, and Delivery
Delivery
Responses to the attached spreadsheet should be e-mailed to the address listed below. If you are submitting any supplemental information, please submit a total of three (3) hard copies and one electronic copy of this material to the address listed below. All RFP responses (both the spreadsheet and any other supplemental information) must be submitted no later than 15 December 2008 at 4:00 PM EDT. Please submit to:
Baderman Island Resort
Attn:
1234 ABC Way
Toledo, OH 43604 E-mail …show more content…
address:
Presentation
It is requested that any supplemental information accompanying your proposal be bound in a 3-ring binder. Number pages consecutively within a section, using section and page numbering as listed in Appendix B. In addition, the spreadsheet RFPResponse.xls must be filled-out and form the basis for your response.
Important Due Dates
Date to be Received Items to be Returned
4:00 PM EDT, 01 December 2008 Supplier Questions and Clarification Requests Due
4:00 PM EDT, 15 December 2008 Completed Response to RFP Due
TERMS and Conditions
Suppliers are required to adhere to the below terms and conditions.
Information Access
The information provided within this, or any other document supplied by Baderman, is to be considered strictly confidential and shall be considered proprietary to Baderman. This information is not to be shared with individuals outside of your organization unless ABC has specifically provided either written or verbal consent allowing said individuals access to this information.
Should your company decide not to respond to this RFP, please return all materials and any duplicates to Your Contact at Baderman Island Resort.
General Conditions
Contract Duration
For purposes of this RFP, prices quoted for software and services to be provided by your organization, or contracted through your organization, are to be valid for a minimum period six (6) months.
Expenses
Any costs incurred by you in preparing and providing a response to this RFP are solely the responsibility of your organization. In addition, should your organization be chosen as one of the organizations asked to provide an onsite demonstration of your software, the costs associated with that process will similarly be the sole responsibility of your organization.
Response Preparation
You response should clearly state the ability of your organization to satisfy the requirements defined within this document.
In addition, you should provide your most aggressive pricing related to the various components of this RFP. It is the intent of ABC to use this pricing both as a key element in the ultimate decision regarding the selection of a supplier, as well as a part of the determination of the budget for the project. In each case in which a specific configuration (of hardware, software, network, etc.) is provided, you should quote a price for the defined configuration only. While you may recommend, and we may ultimately end-up with, a configuration substantially different than what is defined within this document, we want to achieve a specific “apples to apples” comparison of pricing. This will help us to insure that every organization is judged against exactly the same set of criteria. Bid Evaluation and Negotiation
Evaluation Criteria
This request for proposal is designed to provide ABC with the ability to make as determination of which potential supplier will best satisfy the requirements of ABC as possible. Each supplier will be evaluated against exactly the same set of criteria, and will be provided a “score” for each category in the evaluation. The categories associated with the evaluation are listed below.
SUPPLIER
RANKING
Category Criteria Score
1. Software Product Financials 5 Customer References 4 Ease of Use 3 Compatibility 3 Fitness for Use 15 Section Total 30 2. Implementation Services Implementation Plan & Methodology 10 Data Conversion 7 Documentation 5 Training 8 Section Total 30 3. Pricing 40 GRAND TOTAL 100